Executive Assistant

1 Last Updated: May 2024

QEC is proud to be Victoria's largest provider of residential and community-based early parenting services. Formed in 1917, we are a public hospital and community service organisation- and are passionate about supporting families to grow, parents to learn and children to thrive.We deliver a variety of services and support programs to families with young children (aged from newborn to 4 years of age) in partnership with government and our not for profit partners.QEC promotes the safety, wellbeing and inclusion of all children. Many families have experiences that impact on the growth and development of their young children; we offer a community of support to families if and when we are needed.Our programs are research-informed and tailored to meet the unique needs of each family.Our work equips families to best nurture, protect and enhance their children's safety, health and development. QEC's multidisciplinary team of experienced professionals are committed to partnering with families to achieve the best outcomes for children.With service locations based at Noble Park, Dandenong South, Morwell, Preston and Wodonga, QEC are committed to providing services that are accessible to families across Victoria.We acknowledge all Aboriginal and Torres Strait Islander peoples as the traditional owners of the lands on which we walk, live and raise our children. We pay our respects to traditional owners past, present and future and acknowledge the importance of children being raised with connections to culture, community and family.

Our Vision All children have the best start in life

Our Role Partnering with families and communities to enable children to thrive

Our Values

Listen, understand and learnEmbrace cultures, communities and familiesCelebrate unique strengths and experiencesInspire each other to grow and thriveNurture kindness and the joy of playStrive to deliver the best outcomes and care

1. Introduction

2 Last Updated: May 2024

Position ObjectiveThis position will provide high level administrative support to the CEO, Board and Executive Team to support excellence in leadership, management and governance across QEC.The Executive Assistant liaises with internal and external stakeholders and exercises a high degree of communication competence, initiative, discretion and confidentiality.

AgreementManagers and Administrative Workers (Victorian Public Sector)

Classification Grade 4

Reports to Chief Executive Officer

QEC provide a variety of programs to families to support every child to have the best start in life:

• Early Parenting Centre Residential Program

• Early Parenting Centre Day Stay, Play Steps, Assessment and Intake, Home Visiting

• Parenting Assessment and Skill Development Service

• Individual Child and Family Support Programs

• Specialised Interventions - Stronger Families

• Family Preservation and Reunification Response

2. Position Profile

3. QEC Programs

3 Last Updated: May 2024

Provide executive level support to the CEO:

• Manage CEO diary in a timely and effective manner

• Proactively support CEO communications – planning, collating and formatting comms

• Liaise with internal and external stakeholders

• Provide high quality administrative support

• Attend QEC management and committee meetings to provide administrative activities

• Exercise high degree of competence, initiative and forward planning

• Demonstrate absolute discretion, confidentiality and professionalism at all times in representing the office of the CEO, Executive and Board support

• Maintain an exceptional standard of public relations, responding to any queries within scope of the role and assisting the CEO with communications as directed

• Manage relevant projects in a timely and effective manner

• Support the development of the Annual Report

• Coordinate and support special

• projects as required

• Undertake other duties as directed by the CEO.Enable governance excellence via high quality administrative support to the Board, including Board Chair and Board Committees:

• Organise and coordinate Board events

• Support Board recruitment, in line with government requirements

• Proactively prepare, format and distribute meeting agendas, papers and action plans

• Oversee strategic reporting to the Board: supporting data and report development

• Schedule and attend meetings, and take minutes and update documents as required

• Record actions arising from meetings and support completion of actions

• Maintain Board portal and provide training as system administrator

• Collect and collate all relevant Board compliance and reporting requirements

• Oversee regular governance reviews and improvement action plans

• Facilitate Board performance and evaluation processes

• Proactively coordinate Board stakeholder engagement

• Provide individual administrative support to Board Chair and other Directors as required

• Safeguard the confidential nature of discussions and information.Provide high level administrative support to the Executive and Leadership Teams via:

• Executive and Leaderships: scheduling, reports, minutes

• Coordinate and communicate strategic and organisational performance reporting

• Co-ordinate a range of organisational functions and events

• Provide support to organisational working groups and committees.

4. Key Accountabilities

4 Last Updated: May 2024

o Demonstrated success in similarexecutive support role

o Ability to work autonomously andproactively problem-solve

o Confidence managing professionalrelationships

o High level organisational skills, ability tocoordinate own workload and strong

o Solid proficiency in MS Office systemapplications and aptitude for navigating

o Current Working with Children Checko Consent to undertake National Police

Record Checko Current Australian Work Rightso Evidence of up-to-date immunisation

o Understanding of Board functions and best practice contemporary governance framework

Personal Attributes

Integrity - Operates in a manner that is consistent with the organisation's code of conduct.Builds trust through consistent actions, values and communication. Treats all sensitive information with utmost confidentiality.Relationship Building and Collaboration - Establishes and maintains positive work relationships, promotes consensus through diplomatic handling of agreements, forges useful partnerships with people, builds trust through consistent actions, values and communication.Empathy and Cultural Awareness - Communicates well with, relates to and sees issues from the perspective of people from a diverse range of culture and backgrounds. Respect and value the traditional owners.Customer Service - Consistent polite, friendly, professional presentation. Treats others with dignity and respect at all times. Takes responsibility for own workload and promptly escalates any concerns or issues.Conceptual and Analytical Ability - Uses analytical and conceptual skills to reason through problems.o

5. Key Selection Criteria

5 Last Updated: May 2024

At QEC, we are committed to providing a safe and supportive environment for children and we adhere to the Child Safe Standards.The Victorian Public Sector Code of Conduct and all QEC policies and procedures apply to our employment at QEC.It is important to us that all people (employees, client families, visitors and all others) feel a sense of belonging, safety and acceptance at QEC. We welcome and embrace the valued diversity we all bring to our organisation, and do not tolerate any form of discrimination, violence, bullying or harassment at QEC.QEC are committed to the safety and wellbeing of client families and employees. We are a smoke free workplace and require health care worker immunisation – important to keeping us all healthy and safe.A pre-employment medical assessment may be required upon request.QEC closes for the period over Christmas/New Year to provide our teams with a well-earned break. It is a requirement that all relevant employees take annual leave during this period.Employee Position DeclarationI have read and understand the requirements and expectations of this Position Description.I understand that the information and statements in this Position Description are intended to reflect a general overview of the responsibilities and are not to be interpreted as being allinclusive.Employee Signature:Print Name: Date:Print Name Date:

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